- A. Introduction
- B. Naming the Register
- C. Front Matter files (.frn)
- D. Box-and-Folder files (.box)
        - Summary of tabs
          - Headings
          - Descriptions
- E. Appendices (.app)
- F. Punctuation and Style

I.A. Introduction

This manual is concerned with technical aspects of finding aid creation only; for instructions on style and content for descriptions and headings, see the Archival Processing Manual. This manual first existed in paper form in the 1980s. It was converted to an HTML version in the 1990s, and was heavily revised in 2004 to integrate numerous additions and interpretations that were appended between its creation and 2004. Throughout the manual, the term "register" is used for "finding aid."

I.A.1. The DOS-based word processing software Edix/Wordix, along with locally-written Edix macros and programs, is used to input the files that make up a register, and to generate the output. Before you begin your first register, familiarize yourself with Edix/Wordix through the hard-copy Edix manual and the Edix tutorial.

I.A.2. Information is input into two primary files:

I.A.3. You will create new register files in a directory on your c:\ drive, and when they are complete (i.e. the Manuscript Unit Head and the curator have approved the final draft) you will move them to the unit's "ur" directory for Edix versions of finding aids on the J:\ drive, J:\MSSUNIT\URARC.

I.A.4. If you are editing an existing register, always work on COPIES of the ur Edix files that you have moved to your c:\ drive for editing. Copy the revised versions back to J:\MSSUNIT\URARC, overwriting the earlier versions, only when you are completely finished. This way if you make a mistake or need to refer back to it, the earlier ur version still exists. (See Section VI for more information about making corrections.)

I.B. Naming the Register

I.B.1. Before you create your register files, you must decide on a file name. This file name will persist through all stages of finding aid production, from your first draft of the box list through the final version displayed in Webtext and the archival versions stored in URARC.

I.B.2. The name may be up to 8 characters, and must be unique within the universe of Beinecke finding aids. Before naming your file, check J:\MSSUNIT\URARC to make sure that the name is not already in use.

I.C.1. Files containing front matter are named with the extension ".frn"

I.C.2. The .frn file is created using a template containing the standard text for title page, copyright page, and table of contents, as well as Wordix commands to format the text. To set up a .frn file, use the following commands:

(Note: "frnart" or "frnmisc" or "frnrcn" may be substituted for "frnfile"- depending on the nature of the register)

I.C.3. The template contains formatting commands, standard or boilerplate text, and instructions for input. (At the beginning of each line of instructions are periods; the periods prevent the instructions from appearing in the output). Follow the instructions in the file, replacing [bracketed] text with the appropriate information.

I.C.4. Some boilerplate text will not be required for every collection, such as the notes regarding restricted or restricted fragile material. This text also has periods at the beginning of each line. To "activate" it, or cause it to appear in the register, simply remove the periods.

I.C.5. For the Biographical/Historical Note and Description of the Papers, hit return twice after the heading, leaving a blank line before you begin typing your text for these sections. Begin paragraphs with an indentation of five blank spaces. Text will appear on the screen as single spaced, but paragraphs will be double spaced at output. Do not separate paragraphs by a blank line.

I.D. Box-and-folder files

I.D.1. Files containing box-and-folder information are named with ".box" as the extension.

I.D.2. Box-and-folder lists are composed of headings and descriptions.

I.D.3. Headings and descriptions must be input in strict accordance with the following system of tabs:

I.D.4. Tabs (not spaces) must be used to position the text correctly.

I.D.5. The proper tabs and margin (bodywidth) should be set automatically by the config.edx file. If necessary, these values may be set manually by the inputter in extended mode by typing the following commands:

I.D.6. HEADINGS

I.D.6.a. A heading is a title for a section of material. There are three regular headings:

I.D.6.b. Headings may be only one line long and the text must end at least 8 character positions (at tab 70) before the bodywidth (78) in order to leave space for continuation messages " (cont.)". (See section below for an explanation of how to treat longer headings if they are necessary.)

I.D.6.c. Headings are hierarchical. This means that a heading must be input at the highest level available and in relation to other headings. To have a subheading at 20, there must be a heading which precedes it at 18. Any listing must, at least, have a series heading at 16, even if this is the only heading level which exists and is followed immediately by folder descriptions at 22.

Note that the Books heading is further subdivided into titles, which then break down into various drafts, necessitating the use of all three heading levels. However, the Essays listed are not subdivided by title, and therefore can be listed as folders at the 22 position. Yet, the Essays heading remains parallel to the Books heading at the 18 position.

Note that the above series is composed of two levels only--the series and the folder contents.

I.D.6.d. Pseudo-headings:

Occasionally, because of the number of levels of headings needed to best classify materials or because of the existence of an odd item that needs to be subdivided within a folder listing, the 22 position, which usually accomodates description, may be used as a pseudo-heading. Pseudo-headings are not part of the true hierarchy of headings and may occur after any of them.

 
        
               Series I. Writings
                 BOOKS
                 ...
                   Victorian in Bohemia
     .               Research material
5    105               Cards                             1974, n.d.
     106               Clippings                         1940-74
        

The above is an example of the use of a pseudoheading to accomodate one more level of description. In essence, there is enough research material present to merit further subdivision into types.

               Series IV. Personal Papers
                 ...
     610             Calling cards                    n.d.
     611             Catalogs                         n.d.
                     Clippings
     612               Baltimore                      1947-80, n.d.
     613               Health concerns                1985, n.d.

In the above example, most of the listings are simple folder descriptions. However, Clippings have been subdivided to allow subject access and since the other types of items listed do not need, or cannot be worked into more detailed heirarchies, Clippings is considered a psuedoheading and the 24 position is used to list its subdivisions.

I.D.6.e. Pseudo-headings, unlike true headings, may be more than one line long; however, only the first line will be carried in a continuation statement. Technically, as with true headings, pseudo-headings may extend to 8 character positions (70) before the bodywidth (78), thus allowing for the " (cont.)" statement. In local practice they extend only through 60 for consistency of appearance with folder titles.

I.D.6.f. If a pseudo-heading or a note comes immediately after one of the headings (series, heading, subheading) or immediately after a heading note, it is necessary to put a period (.) in the folder position (tab 6) in order to achieve the proper continuation values. Because the existence of data in the folder number position is important in ensuring that headings continue from page to page, any data at the 22 position which sets a pattern must either have a number (or a plus sign as a placeholder for a number) or a period at position 6. In some cases, the pseudoheading will not appear in the XML version of the finding aid if a period is not present at postion 6.

e.g.

               Series II. Writings
                 BOOKS
                   Churchill's England
     .               Research notes
  8  314               Volume I                       1962-68
     315               Volume II                      1975
                     First draft
     316               Chapters 1-8                   n.d.
     317               Chapters 9-15                  n.d.


or
               Series II. Writings
                 REVIEWS
                   Review Columns and Regular Assignments
     .               British Broadcasting Corporation (BBC)
                       Arranged alphabetically by author
                       of work reviewed
  36 1726              Roger Fulford, The Prince Consort, 
                       broadcast script, typescript carbon  1975

In the previous example used to illustrate psuedoheadings, (Personal Papers - Clippings - Baltimore, above) the pattern has already been set by previous folder descriptions which follow the headings so a period is not necessary before "Clippings," which sits at the 22 position.

I.D.6.g. Long Headings:

If it is not possible to limit a heading to one single line of text, or if it is important to include a long string of text (e.g. a long name or title that must be noted in full to be unique), a solution can be arrived at by truncating the heading to a reasonable length and creating a note at the first folder position.

               Series I. Illustrations
                 BOOKS
                   Famous Fairy Tales...
     .               [full title: Famous Fairy Tales: A
                     Child's Journey Through Stories of Many
                     Lands, edited by Pruscilla Drew, Boni &
                     Liveright, 1899]
44   5687            [Red Riding Hood says to the Wolf,
                     "What Have You Done To My Granny?"],
                     watercolor                               1898

or


               Series II. Writings
                 POETRY
                   "Lines by a Cynic"
     3995            Draft, holograph               n.d. 
                   "Lines Composed on First Awaking..."  
                     Full title: "Lines Composed on First
                     Awaking and in Prospect of Dining
                     with the Biddles"
     3996            Draft, holograph               n.d. 

Note the period at position 6 (in the first example above) to ensure that the headings all are continued correctly.

I.D.7. DESCRIPTIONS

I.D.7.a. Descriptions can be folder titles, notes, cross-references, and dates. Descriptions use tab 22, 24, or 26, with 63 reserved for dates. Folder titles are placed only at tab 22 or 24 (if following a psuedoheading), with notes and cross references indented at 24 or 26. Folder titles may not be placed beyond tab 24.

I.D.7.b. Text of folder titles, notes, and cross-references should extend only to tab 60, leaving 2 vacant positions before the 63 tab used for dates.

I.D.7.c. Series headnotes

I.D.7.c.i. At the beginning of each series are short notes about its extent and arrangement. These follow the series title, but go before the first heading or description. These notes should be input at tab 22, with the series dates at tab 63.

I.D.7.c.ii. You may also put notes directly under headings and subheadings, always at tab 22.

I.D.7.d. Folder Titles:

I.D.7.d.i. Folder titles are input at tab 22 or 24, and should not extend beyond 60 (to allow two spaces before the date field, which starts at 63). If a folder title requires more than one line, the continuation lines are not indented. Folder titles may be several lines long, but note that they will be truncated to three lines on the folder label.

I.D.7.d.ii. Input one blank line between each folder description.

e. g. :

                    22 Folder description               Date

                    22 Folder description               Date

                       24 Note           

                    22 Folder description               Date

      

I.D.7.e. Dates:

I.D.7.e.i. Dates are entered at tab 63, at the end of the folder title.

I.D.7.e.ii. In dates following folder descriptions, dates should not wrap to a second line. (Sometimes, in a date such as "1964-2002, n.d.", the "n.d." may wrap to the next line. If this happens, move the wrapped text back to the previous line.)

If it is necessary to add extended dates, or explain dates, put them in a note.

I.D.7.e.iii. Place date on last line of the folder title. If you put the date before the end of the folder title, the rest of the folder title will format as a separate title in the EAD/XML version of the finding aid, appearing disassociated from the date.

Exception: When folder title consists of multiple names on separate lines:

In this case, you do want the last part of the folder title to be separate--otherwise the
names will run together in one line in the XML version:

I.D.7.f. Folder notes and Cross References:

I.D.7.f.i. Folder notes and/or cross references are input at tab 24 or 26, and must not extend beyond tab 60.

I.D.7.f.ii. At least one blank line must be input between each logical unit (folder title, note, cross reference,) as shown in the template. Additional blank lines may be input at these places, but the number of such lines at output will be regularized by the register program. In files with cataloging data as notes (such as Pre-1600 lists and Osborn files), multiple notes can be stacked without an intervening blank line, as long as each line ends in a period (.). Folder notes that are not cataloging data should not end with a period.

I.D.7.f.iii. A "See" or "See also" reference is indented one tab in from the folder title, with one blank line between the folder title and the cross reference (or between a note and the cross reference. Cross references are to follow after all notes.). This extra blank line prevents the text of a cross reference (or a note) from appearing on a printed folder label. Technically, a cross-reference following a folder title or heading that does not have a folder number does not need a blank line interceding, as a folder label will not be printed for this instance. However, it is best to go with the "one blank line" rule to avoid confusion and for consistency. See examples in the template.

I.D.7.f.iv. Like folder titles, cross references should not exceed 60. 

I.D.7.f.v. If cross references are needed from descriptions at tab 26, omit the indentation of the cross reference instead of creating another tab position at 28. 

I.D.7.f.vi. If a cross reference immediately follows a heading (tab 16, 18, 20), it should be considered a note and input at tab 22. If desired, the wording of the reference may be changed to make it look more like a normal note. Do not treat it as a pseudo-heading; do not mark it with a period (.) in the folder number position (tab 6). 

Examples:

                            Folder title                                             [dates]

                                  See also : Other title in same
                                  series, Box #, folder #

                            Folder title                                             [dates]

                                  Note text that wraps 
                                  to the next line as necessary

                                  See also: Series #, Other folder
                                  title, Box #, folder #

                           Folder title                                            [dates]

                                  Cataloging data.
                                  Cataloging data.
                                  Cataloging data.

                                  Stored in:  Oversize

I.D.7.g. Box and Folder Numbers

I.D.7.g.i. While you are drafting your box list, you will not yet have box numbers and folder numbers to input at tabs 0 and 6.

I.D.7.g.ii. Leave the column for box numbers blank--you will input those numbers where they belong only when you have put the material into its final housing.

I.D.7.g.iii. For each folder, type a plus sign, "+", at tab 6. If you have more than one folder that corresponds to a description, input multiple plus signs.

The plus signs serve as placeholders for folder numbers. This system allows you to move or rearrange folders as you process and revise your draft. When you are ready to complete your draft, an automatic program will convert the plus signs to consecutive numbers. (See section II)

I.D.7.g.iv. The maximum number of plus signs you may put on one line without throwing off the tabs is 9. If you have more than 9 folders corresponding to one description, you must enter it on two lines. (Often, with this many folders, you will need to begin a new box in the middle of the run, and so will make this break anyway.)

I.D.7.h. Special Series

I.D.7.h.i. Special series follow the numbered series, and include:

I.D.7.h.ii. Series headings for special series are entered at tab 16, as with regular numbered series,
but they are not numbered.

I.D.7.h.iii. Order of special series, following the numbered series: 

Note: when substituting another storage description in place of a box number, such as "bsd", "cs", or "art", it is necessary to enter the box number again for the first item following the folder listing for the item in special storage.

I.E. APPENDICES

I.E.1. Appendices are separate Edix files containing supplemental information such as a list of nicknames, a glossary, or a family tree. They are input in free form, and added after the .box and .frn files have been processed to create the register (see Section IV). Keep the format simple, since you must later mark up the appendix in XML manually.

I.E.2. The exception to the free-form rule is Guides to Microfilm. These appendices are input in a standard format so that they can be displayed as a table in the online version of the finding aid. For instructions for creating a Guide to the Microfilm, see the Microfilm Appendix for Finding Aids.

For general style rules for headings and descriptions, see the Archival Processing Manual. The notes that follow here concern only what affects or is affected by the macros and processes we use to create finding aids. Some characters are reserved for programming and will confuse or disable the Edix macros if used in the text.

NEVER USE: